Draft_PWS_-_HAZMAT_Support_-_RAF_Lakenheath_11.6.18.pdf

Air Force Civil Engineering Center (AFCEC) – HAZMAT Program Support – RAF Lakenheath, UK

General Services Administration (GSA)

Greater Southwest Region

INSTALLATION HAZARDOUS MATERIALS PROGRAM SUPPORT AT

RAF LAKENHEATH, UNITED KINGDOM

for

Air Force Civil Engineer Center (AFCEC)

Performance Work Statement

(PWS)

(DRAFT)

Air Force Civil Engineering Center (AFCEC) – HAZMAT Program Support – RAF Lakenheath, UK

1. Background

This PWS defines the scope of environmental operations and services in Europe necessary to meet Air Force (AF) and Air Force Civil Engineering Center (AFCEC) customer requirements, as well as the United States Air Forces in Europe (USAFE), Royal Air Force (RAF) Lakenheath mission. Specifically, this PWS encompasses the full range of methods, technologies, and supporting activities necessary to provide Installation Hazardous Materials Program (IHMP) support at RAF Lakenheath, United Kingdom.

2. Program Objectives

It is the policy of the Air Force to use innovative and sustainable approaches to environmental management and technology to accomplish its mission. Sustainable projects do not deplete resources, cause environmental degradation, or negatively impact human health. The contractor shall incorporate pollution prevention and sustainability initiatives into this contract. The contractor shall operate in a manner that promotes energy management to include energy efficiency, use of renewable energy, and water conservation. The contractor shall comply with the installation Environmental Management System (EMS).

Requirements for efficient management of this contract include, but are not limited to, the submission of accurate, on-time, quality contract deliverables and timely identification and solution of impediments to successful project execution. Technical requirements include, but are not limited to, early involvement in the process to allow for the development of the most cost-effective and technically sound approach or solution. The AFCEC will rely on the contractor’s expertise in recognizing and addressing problematic issues and successful execution of this contract.

The contractor shall perform all work in accordance with applicable U.S. laws and regulations, Executive Orders, Department of Defense (DoD) and AF policies, and installation requirements.

In addition, the contractor shall comply with applicable international agreement requirements, Unified Combatant Command (UCC) policy and the Final Governing Standards for the United Kingdom (FGS-UK). The contractor shall comply with HN environmental laws and regulations when personally required to do so or when the AF is required to do so by international agreement, UCC policy, or the FGS-UK.

In carrying out work described in this Performance Work Statement, the contractor shall furnish the personnel, services, equipment, tools, materials, vehicles, facilities supervision and other requirements necessary for, or incidental to, the performance of work set forth herein; assure any and all program and/or project related costing information (regardless of its stage in development) is secured, as directed by the Contracting Officer (CO); and be responsible for safeguarding proprietary and other sensitive information. The contractor shall be immediately capable of addressing and interpreting all aspects of host nation (HN) environmental law and regulation.

ID07180060 Air Force Civil Engineering Center (AFCEC) Task Order – HAZMAT Program Support – RAF Lakenheath, UK

3. Scope

The scope of this environmental services contract provides for environmental compliance, pollution prevention, and environmental operations support activities necessary to support AF and AFCEC environmental mission requirements. Activities include performing IHMP support at RAF Lakenheath, United Kingdom.

4. Requirements/Specific Tasks

4.1. Hazardous Material Management:

The contractor shall perform services in support of the IHMP and in compliance with applicable international agreements, DoD policy (e.g., OEBGD, country-specific FGS, Combatant Command directives) and AF Policy. The contractor shall assist in managing and maintaining the RAF Lakenheath IHMP to support the installations’ mission needs as directed by the government in accordance with applicable regulations, policies, instructions, and manuals.

4.2. EESOH-MIS Support

The contractor shall support installation administrator functions necessary for implementation and operation of EESOH-MIS at RAF Lakenheath. The contractor shall operate EESOH-MIS in accordance with EESOH-MIS policy and procedures and serve as a point of contact (POC) for installation users (i.e., military, civilian, tenant, contractor, etc.) required to participate in the wing’s IHMP. For reference RAF Lakenheath has approximately 250 EESOH-MIS users and approximately 140 HM customer storage facilities, also referred to within this PWS as “shops”.

EESOH-MIS administrative functions include, but are not limited to:

• Serve as an installation EESOH-MIS System Authorization Access Requests (SAAR) POC for all modules including HM, hazardous waste (HW) and environmental reporting

• Ensure all users maintain EESOH-MIS access in accordance with current security policies

• Coordinate, track, maintain, and revalidate SAARs annually for all EESOH-MIS users in accordance with current policies

• Provide technical support to all EESOH-MIS users

• Generate 15 data reports monthly as needed by base EESOH-MIS users

• Coordinate weekly with AF EESOH-MIS system administrators on any base-wide technical issues that have yet to be resolved

• Provide technical input and feedback to AF system administrators on system function and improvements monthly

• Work with base personnel on roll-outs of new process modules and other system-related functions as may arise, once quarterly

4.2.1. IHMP Support

The contractor shall perform all necessary services to support a fully-functioning IHMP is managed and maintained at RAF Lakenheath. IHMP support services shall include, but are not limited to, the following tasks:

4.2.1.1. Support the HMMP Team

Assist with semi-annual (2) HMMP meetings, if needed, to include gathering topics and materials prior to meetings. Develop HMMP meeting minutes and coordinate for government review and signature. Post all signed HMMP meeting minutes, presentation materials on the RAF Lakenheath eDASH page for future reference.

Participate in up to twelve (12) HM-related meetings, committees, and task forces. Assist and provide guidance regarding the movement of Dangerous Goods (DG), HM, and HW. Provide meeting minutes in English for up to twelve (12) official HM-related meetings per year.

Provide support to members that report issues by documenting those issues. If members need help, support them in correcting their issues within the HMMP framework.

Serve as an Environmental Reviewer for Process Authorizations submitted in EESOH-MIS and, at a minimum, evaluate environmental risk and control options for materials by validating process-specific authorizations in EESOH- MIS. For reference, RAF Lakenheath validates approximately 250 process authorizations annually.

Research new materials before authorization for their possible environmental impact, based on their Safety Data Sheets (SDS)/chemicals and data provided by EU/U.S. agencies. Assume research of 25 new materials annually.

Assist the installation whether to authorize with or without conditions of use (if material should be exempt, blanket authorized, or decide whether a process-specific authorization is appropriate for material), or decline (if needed) and offer alternatives.

Document process authorization for each item submitted and evaluated, same for exempt materials.

Provide technical support for the process authorization as part of the HMMP and to shops users, if needed (e.g., if questions arise during compliance site assistance visits).

Ensure the correct use of Authorized Used Lists (AUL) for all RAF Lakenheath shops

Assist shops prior to the shop submitting a Process Authorization request and check if an exemption or an alternative could also be possible.

Input/update/maintain HM data in EESOH-MIS in support of the HM Program and support shops in correcting their information in EEOSH-MIS, if needed.

4.2.1.2. Compliance Site Assistance Visits (SAVs)

Conduct annual compliance assessment at each HM customer storage facility (“shop”) to verify that HM purchases are tracked and properly stored.

Monitor to ensure that shops are conducting quarterly shop-level assessments and assist shop personnel with tracking and resolving findings generated during their quarterly shop-level assessments.

Complete standardized electronic checklists, make on-site corrections, and provide the shop with Environmental Coordinator feedback and copies of the electronic checklist.

Re-inspect any non-complying unit after a reasonable corrective action time elapses; provide compliance recommendations as defined in the standardized electronic checklist in writing to the Environmental Coordinator and COR within one week of the compliance SAV.

Develop/update standardized electronic checklists to facilitate the compliance SAVs as it relates to the HM protocols. The checklist shall address all federal, state, and AF requirements and shall be submitted for approval prior to use.

The contractor shall prepare checklists with input from base environmental personnel.

All visits and POCs should be tracked in an updated list for future reference.

4.2.1.3. Coordinate HM program implementation with affected stakeholders

Develop and support efficient and effective ways for RAF Lakenheath organizations to buy/use/store HM to support their mission needs.

Coordinate with all organizations involved in HM and assist users in maintaining compliance with applicable regulations.

4.2.1.4. Pollution Prevention

Support the Air Force Green Procurement Program (GPP) to ensure recycled content products, energy star products, water efficient and bio-based products are considered in all purchases.

Maintain a program for identifying any pollution prevention opportunities at contractor occupied/assigned facilities and in all processes associated with contractor operations; perform and provide at least four (4) opportunity reports annually.

Check the HM inventory for potential pollutants (like persistent organic or others) using EESOH-MIS queries and research possible alternatives.

5. Operational Requirements

5.1. Plans. The contractor shall prepare and submit required plans, as specified below, to include a Work Plan (WP) and Health and Safety Plan (HSP), as described below.

5.1.1. Work Plan

The Contractor shall prepare a WP to comply with DoD, Air Force, HN, and local regulations regarding the proposed work effort.

5.1.2. Health and Safety Plan

The Contractor shall prepare a HSP to comply with Air Force, HN, and local health and safety regulations regarding the proposed work effort. The HSP shall be prepared to apply the USACE EM 385-1-1 following HN laws and regulations. Applicable components of 29 Code of Federal Regulations (CFR) 1910.120 shall be addressed using HN laws and regulations. In addition, the Contractor shall use HN guidelines for designating the appropriate levels of protection needed at the study site(s) as applicable. The Contractor shall maintain written certification that the approved HSP has been reviewed with all personnel that work at the project site prior to their mobilization.

5.2. Work Breakdown Structure and Project Planning Chart

The contractor shall prepare and submit a Work Breakdown Structure (WBS). The WBS shall be used to report cost and schedule status. The contractor shall prepare and submit a Project Planning Chart (PPC) for approval. The PPC shall detail the project schedule and status through the use of Gantt Charts, which shall depict percent complete for each task. The project schedule shall be reported using the approved WBS.

5.3. Contractor’s Progress, Status, and Management Report

The contractor shall prepare and submit a monthly Contractor’s Progress, Status, and Management Report (CPSMR). The CPSMR shall be used by the government to review and evaluate the overall progress of the project, along with any existing or potential problem areas.

The CPSMR shall include a summary of the events that occurred during the reporting period, discussion of performance, identification of problems, proposed solutions, corrective actions taken, and outstanding issues. The CPSMR shall also include project schedule status. The report format shall be coordinated with the COR.

5.4. Management, Planning, and Reporting Requirements

The contractor shall assist with planning project activities, including the development, implementation, and maintenance of project schedules, events, status of resources, report(s) on the activities and progress toward accomplishing project objectives, and document for government review and approval the results of the project efforts for this TO.

5.5. Meetings

The contractor shall attend quarterly progress meetings with the installation and/or AFCEC representative(s) at RAF Lakenheath. The progress meetings may be conducted via teleconference. The purpose of the meetings include, but are not limited to, contract discussions, progress reviews, project status, and the general exchange of information concerning current and future activities. The contractor shall prepare and submit an agenda, meeting minutes, and applicable presentation materials for all meetings attended.

5.6. Presentation Materials

The contractor shall assist in preparation and presentation of briefing packages at meetings coordinated by the government. The contractor shall prepare copies of presentation materials and keep them in an accessible location to facilitate inspection by the CO and the COR.

5.7. Coordination with Government Offices

The contractor, in the performance of work, shall be responsible for assisting coordination, as necessary, with U.S. government work offices to include, but not be limited to, civil engineering, contracting, transportation, communications, operations, security forces, safety, and public affairs. The contractor shall not coordinate with HN government work offices without prior direction or authorization from the CO.

5.8. Regulatory Interface

The contractor is not an employee of the government and shall not represent the government in an official or unofficial capacity without the express prior written permission from the CO. In the event that any representative from the HN Authority approaches the contractor with a stated intent to inspect the activities of the contractor without the previous direction of the CO, the contractor shall respectfully decline the inspection until the CO is properly notified and a duly appointed Contracting Officer Representative (COR) is present or other direction is issued by the CO. If this is not possible, due to project constraints, the contractor shall notify the CO, COR, and installation point of contact (POC) at the earliest possible time following the inspection.

5.9. Coordination with Other Contractors

The contractor shall cooperate with other contractors and U.S. government employees. The contractor shall not commit any act that will interfere with the performance of work by any other contractor or U.S. government employee. The CO will resolve work schedule conflicts between this contract and other contracts. The CO will provide written direction to the contractor to reschedule work when required.

5.10. Special Notification

5.10.1. Health Risks

The contractor shall immediately report to the CO and the COR, using telephone or e-mail notification, any issues or incidents which may indicate potential imminent risk to contracted, federal, or local personnel; the public at large; or the environment. Following the verbal or e-mail notification, a written notice with supporting documentation, to include photographic documentation whenever appropriate, shall be prepared and delivered within three (3) working days to the CO. Upon request of the CO, or the COR, the contractor shall provide pertinent raw laboratory data (pertaining to the incident) immediately (not to exceed two [2] weeks) via e-mail, and then provide final results and laboratory quality data pertaining to the incident via standard mail as soon as possible.

5.10.2. Identification and Change of Critical Contractor Personnel

The contractor shall submit an organizational chart displaying key personnel involved in the effort and their respective labor categories. The contractor shall immediately notify the CO and COR, in writing or email, of any changes in critical contractor personnel. The contractor shall obtain CO and COR approval of any proposed changes in project personnel along with the steps taken/proposed to ensure there are no impacts to the schedule or costs associated with individual tasks. The contractor shall identify to the CO and COR all subcontractors to be used under this contract pursuant to this PWS, prior to signing any subcontract or initiating any work; contractor shall ensure selected personnel must have proper credentials/certifications for the country where the work will be done. The contractor shall provide subcontractor qualifications to the CO and COR prior to subcontractor utilization.

5.11. Work Site Requirements

5.11.1. Safety/Accident Prevention

The contractor shall be responsible for: protecting the lives and health of employees and other persons on the work site; preventing damage to property, materials, supplies, and equipment;

avoiding work interruptions; and complying with any applicable HN regulations, the Air Force Occupational and Environmental Safety, Fire Prevention and Health (AFOSH) Program, the U.S.

Army Corps of Engineers (USACE) Safety and Health Requirements Manuals (reference EM 385-1-1), and installation safety office requirements. The contractor shall perform all operations in a prudent, conscientious, safe, and professional manner and conform to the safety requirements contained in the contract. The contractor shall maintain training records on-site and have written Health and Safety Plans (HSPs) on-site and available for workers and/or regulatory review as requested by appropriate government (U.S. and HN) Authorities. The contractor shall provide the CO copies of any Safety or Health Report(s) regarding a project site that are required during the duration of this contract by appropriate government authorities.

In the event of an accident/mishap resulting in death, injury, or occupational disease, the contractor shall immediately contact appropriate emergency personnel, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence. The contractor shall record and report promptly (within 1 hour) by telephone to the CO, COR, installation POC, and installation’s Safety Office all available facts relating to damage to government property or injury to personnel. If the government elects to conduct an investigation of the accident/mishap, the contractor shall cooperate fully and assist government personnel in the conduct of an investigation until said investigation is completed. The contractor agrees that his personnel and equipment are subject to safety inspections by government personnel while on federal property.

5.11.2. Work Site Maintenance

The contractor shall maintain the work site to prevent the spread of contamination and hazardous substances, provide for the safety of all individuals in the vicinity of the work site, and prevent the release of any contamination or hazardous substances to the environment. The contractor shall keep the work site free from accumulation of waste and non-essential HM. The contractor shall remove non-essential equipment from the work site when not in use. The work site shall be maintained to present an orderly appearance and to maximize work efficiency.

5.11.3. Access Passes and Badges

The contractor shall verify that identification credentials presented by all contractor and subcontractor employees to obtain security badges, passes, cards, or decals used during the duration of this contract are current and correct.

For U.S. citizens, at a minimum, verification should be conducted with the Social Security Administration (http://www.ssa.gov/employer/ssnv.htm), the FBI Criminal Justice Information Services, Identification & Investigative Services Section (304¬-625-5590) and the Form I-9 Employment Eligibility Verification (http://www.uscis.gov/portal/site/uscis).

For non-U.S. citizens working at RAF Lakenheath, the Contractor shall complete and maintain all security clearances and background checks required by the base and unit security managers to obtain a base entry identification and Common Access Card for NIPR access.

The Contractor shall monitor its employees to ensure all information remains current and to ensure all security badges or passes are returned to the base POC upon expiration of the badge, upon completion of the project, or when possession of the badge is no longer authorized (e.g., upon removal of contracted personnel from specific projects).

5.11.4. Status of Forces Agreement and Individual Logistical Support

5.11.4.1. Status of Forces Agreement

Status of Forces Agreement (SOFA) is not applicable to this requirement, however, Contractor Individual Logistical Support (ILS) will be provided.

5.11.4.2. Individual Logistical Support

Individual Logistical Support will be provided under this TO in accordance with FAR 25.802, DFARS 225.802, and the policies and procedures of DoD 4525.6-M and AFI 36-3026. Policies and procedures are subject to change. Examples of support are: DD Form 1173 – Uniformed Services Identification and Privilege Card; Commissary (including rationed items); AAFES Facilities (Post/Base Exchange) (including rationed items); Armed Forces Recreation Facilities;

Local Morale/Welfare Recreation Services; Military Banking Facilities; Military Postal Service (APO/FPO); Officer or NCO/EM Clubs; POV (Privately-Owned Vehicle license); Purchase of POL (Petroleum and Oil products); Transient Billets or Visiting Officers Quarters (VOQ) on space-available and reimbursable basis when travel is performed on Official Government Orders;

Billeting in deployed areas is on a space-required basis (non-reimbursable); Messing Facilities at deployed sites only; Department of Defense Dependent Schools on a space available and tuition paying basis; Medical services on a reimbursable basis; and Dental care only for emergency conditions on a reimbursable basis.

5.11.5. Deliverables/Milestones

Table 1 List of Deliverables and the Performance Requirements Summary Required Deliverables/Re ports

FORMAT

Required Due

Date

SEND TO

PLANNED

FREQUENCY

PWS Ref. Performance Threshold

Pollution Prevention opportunity Reports

Email/PDF Within 15 calendar days of completing assessment

COR/

GSA PM,

CO

Four (4) for each period of performance

4.1.2.4 100% Compliance/On-time delivery.

Quality Control Plan

Email/PDF 15 days after contract/task order award or Exercising Option.

COR/

GSA PM,

CO

Update Annually

5.1.3 100% Compliance/On-time delivery.

Contractor’s Progress Status and Monitoring Report

Email/PDF Due within ten

(10) calendar days of the end of each month being reported

COR/GSA

PM

Monthly

5.3 90% of the time submitted timely/accurately

Final Invoice

Submit through ITSS

Due 60 days from completion.

Interested parties through

ITSS

After completion.

7.5 100% Timely/Accurate Delivery

Release of Claims

ITSS and Email

Due within fifteen (15) calendar days of final payment.

PM, COR

and CO

15 days after final payment,

7.6 100% Timely/Accurate Delivery

** The method of surveillance for each of the primary tasks the contractor is required to perform under Section 4 of this PWS is disclosed/included in the attached Quality Assurance Surveillance Plan ((QASP) reference Attachment 3), which shall become binding upon the contractor at the time of award.

5.11.6. Delivery Instructions

Copies of deliverables shall be furnished to the appropriate Government personnel per the chart in Section 5.11. The contractor shall deliver each report in accordance with the direction in the chart in Table 1, Section 5.11. Deliverables are to be transmitted with a cover letter, on the prime